The Provost’s Grievance Procedure may be used only in one of the following special circumstances:
1. when the grievant alleges that an action taken by his or her dean violates an applicable school or college policy;
2. when no applicable grievance policy exists at the department, school, college, or campus level;
3. when the grievant alleges that a grievance process employed at the department or school/college level was conducted improperly.
A faculty member seeking redress of a grievance through the Provost’s Grievance Procedure must submit a request for a hearing in writing to the Provost within ten (10) working days of the date when the grievant knew or should have known that a grievable action occurred.1
The request shall include all of the following:
1. a statement specifying the special circumstances under which the grievance is eligible for consideration;
2. a specific and detailed statement of the grievance, including the policy or policies alleged to have been violated;
3. supporting documentation.
Within five (5) working days of receipt of a request for a hearing, the Provost shall refer the grievance to the Provost’s Advisory Committee. The Provost’s Advisory Committee shall be composed of those former members of Vice Chancellor’s Advisory Committee (VCAC) who have completed their term the prior May; if fewer than five members of VCAC meet this criterion, additional members will be appointed by the Associate Vice Chancellor for Faculty Affairs in consultation with the Provost. The committee thus constituted will elect one of its members as chair.
The PAC will be staffed by the Assistant to the Associate Vice Chancellor for Faculty Affairs who staffs the VCAC.
The Provost’s Advisory Committee may decline to hear the grievance if, in the judgment of a simple majority of the committee, one of the following conditions applies:
1. the grievance does not meet eligibility requirements specified in paragraph I., above;
2. the grievance does not raise a substantive concern about a violation of policy or process;
3. the grievance is not timely.
If the PAC determines that the grievance meets eligibility requirements, it shall conduct a formal review, as described below.
The committee shall conduct whatever inquiries it deems necessary. The review process may include, but is not limited to, conducting interviews with the grievant and respondent; interviewing others who can contribute to the Committee’s understanding of facts and issues; receiving and reviewing documents.
Outside counsel shall not be permitted to attend or participate in the proceedings of the Committee.
The Provost’s Advisory Committee shall complete its work within twenty (20) working days of its initial meeting. In unusual circumstances, the Committee may request that the Provost permit an extension of time to complete its work. When an extension is granted, all parties shall be informed promptly of the new deadline.
Upon completion of its deliberations, the Provost’s Advisory Committee shall submit a written report to the Provost. The report shall include the Committee’s findings of fact and recommendations for disposition of the grievance. The Committee’s findings and recommendations shall require the support of a simple majority of the Committee’s members. Members of the Committee who dissent from the majority report may submit a minority report to the Provost.
The Provost shall consider the recommendations of the Provost’s Advisory Committee (as well as any minority reports) in making his/her decision. The Provost’s decision shall be rendered in writing within ten (10) working days of receipt of the PAC’s report.
The decision of the Provost is final.
1If the deadlines stated in this procedure impose an undue burden on the grievant, respondent, or the Provost’s Advisory Committee, the Provost may waive or otherwise modify them.
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